Job ID: 2024-20213 Type: Full-Time # of Openings: 1 Category: Administrative Support
Overview
The Department Coordinator provides a wide range of administrative support to faculty, students, and staff in the Politics department. The Department Coordinator is often the first point of contact for students, faculty, and visitors to the department. Responsibilities include assisting with the administration of the graduate and undergraduate programs, drafting and posting department news to the website and social media, and providing general office support.
Working hours are 8:45 a.m. to 5:00 p.m. Monday through Friday during the academic year with occasional evening events (approximately 3-5 times per semester).
Responsibilities
30%- Supports the Graduate Program Administrator in managing the daily operations of the Politics PhD program. This includes managing a database of graduate student dossiers for students who are on the job market, managing incoming student requests and faculty letters of recommendation, and preparing and sending student files mainly via email. Assists in planning and executing graduate program events, including receptions, practice job talks, dissertation defenses, and the admitted student visit. Assists in managing graduate student space, including the assignment of carrel space, and distribution and tracking of keys, and the daily upkeep of the graduate student lounge and collaboration space. Performs other tasks for the graduate program as assigned by the Graduate Program Administrator and/or the department manager.
40%- Schedules 1 or 2 work-study students. Point person for fax machine and copier machines repairs and maintenance calls. Processes incoming and outgoing mail and shipping requests. Coordinates campus deliveries and pick-ups. Maintains office and lounge supplies. Places furniture orders and surplus requests and arranges office moves. Maintains department directories and updates office signs. Updates department website. Provides general office support to the assistant to the chair and the department manager including ad hoc requests and projects. Responsible for all telephone requests, including moving and removing telephone lines as needed and maintaining department telephone directory.
15%- Plans and executes the weekly graduate research seminars, including maintaining the schedule of speakers and updating it on the website, ordering food, and disseminating papers. Assists the Manager, Events and Special Projects, with department events as needed.
10%- Drafts and posts news items to the Department website and social media (X, Instagram). Develops and writes content for the annual Department newsletter, which is published in September, and works with Print and Mail to coordinate the layout and printing.
5%- Provides support for some projects related to the undergraduate program, such as the Senior Thesis Poster Session. Other duties as assigned by the department manager.
Qualifications
Essential
High School Diploma or GED
1+ years work experience
Excellent interpersonal and organizational skills
Demonstrated ability to manage multiple tasks in a dynamic environment and work collaboratively
Must maintain confidentiality
Excellent proof reading and attention to detail
Facility with Microsoft Office suite, Canvas, and search engines
Demonstrated ability to learn PeopleSoft, Concur, and other University-supported software applications
Must be a self-starter and possess the ability to establish work priorities
Ability to use tact and good judgment
Preferred
Familiarity with Princeton University's systems, policies and procedures
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